Introduction:

Human Appeal is an incorporated UK charity and a global humanitarian and development organisation. We save lives, alleviate poverty, transform and empower local communities whilst championing humanity, impartiality, neutrality, and independence and establishment of self-sustaining development programmes. Our vision is ‘’ to become the global agent of change for a just, caring, and sustainable world’’.

Job Summary:

The Contract Management Officer is responsible for managing and administering contracts throughout their lifecycle, from initial drafting and negotiation to execution, monitoring, and renewal or termination. This role ensures that all contractual obligations are met by both the organization and its partners, suppliers, or clients. The officer will work closely with legal, procurement, finance, and other departments to mitigate risks and ensure compliance with legal and regulatory requirements.

A Contract Management Officer is responsible for overseeing and managing the lifecycle of contracts within an organization. This role involves ensuring that contracts are properly executed, maintained, and adhered to by all parties involved. Below is a detailed job description for a Contract Management Officer:

Key Responsibilities:

1. Contract Drafting and Negotiation:
• Assist in drafting, reviewing, and negotiating contract terms and conditions.
• Ensure contracts are legally compliant and align with the company’s policies and objectives.
• Collaborate with legal and procurement teams to address any issues or discrepancies.
• Assisting in the resolution of any contract-related disputes or issues that arise.
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2. Contract Administration:
• Maintain a comprehensive contract management database, tracking key contract details, timelines, and obligations.
• Monitor contract performance, ensuring all parties fulfill their contractual obligations.
• Manage contract amendments, renewals, and terminations in accordance with organizational procedures.
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3. Risk Management:
• Identify potential risks associated with contracts and work to mitigate them.
• Ensure compliance with legal, regulatory, and corporate requirements.
• Work with internal and external stakeholders to resolve contract-related disputes.
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4. Documentation and Reporting:
• Maintain accurate and up-to-date records of all contract-related documentation.
• Prepare regular reports on contract status, risks, and issues for management review.
• Ensure that all contractual records are stored securely and are easily accessible when needed.
• Maintain supplier's file, supplier performance, supplier performance scorecards, and documentation
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5. Stakeholder Communication:
• Serve as the primary point of contact for internal and external stakeholders regarding contract matters.
• Facilitate clear and effective communication between all parties involved in contract negotiations and management.
• Provide guidance and support to departments on contract-related issues.

6. Continuous Improvement:
• Identify opportunities to improve contract management processes and implement best practices.
• Stay updated on industry trends, legal changes, and best practices in contract management.
• Provide training and support to colleagues on contract management processes and tools.
7. Process suppliers/vendors/and other payments:
• Make sure all invoices are budget-coded and accurately reflected on the payment application/payment summary sheet
• Receive, record, and process suppliers/vendors' bills for payment in accordance with the HA's policies and procedures
• Ensure suppliers/vendors' payments are processed within contract terms and timely submitted to the finance department.
• Act as liaison between project manager and general contractor/supplier
• Ensure the track record of submitted payment and release payment according to the agreement.
8. Additional task/Assistance on a need basis:
• Assist in preparing procurement documents on a need basis in huge procurements only.
• Assist in fleet and logistical support in the absence of core responsible team members.
• Any assignment assigned by management by time to time.

Qualifications 

• Education: Bachelor’s degree in Business Administration, Law, Finance, or a related field. (Preferred; Certification in Contract Management).
• Experience: 3-5 years of experience in contract management, adman and procurement, or a related field. (Experience in a specific humanitarian and development sector (e.g., INGOs, NGO)).

• Skills:
• Strong understanding of contract law and legal principles.
• Excellent negotiation, communication, and interpersonal skills.
• Attention to detail and strong organizational skills.
• Proficiency in contract management software and MS Office Suite.
• Ability to manage multiple contracts simultaneously and meet deadlines.
• Ability to work independently and as part of a team.

Compliance and Ethics:
Assist in implementing Human Appeal and donor rules and regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through:

• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits, etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Identifying and reporting procurement red flags, and contract ends